Terms & Conditions

Reservations may be made through the Site, by phone, or by WhatsApp. A reservation is only confirmed once you receive a booking confirmation from us (by email, SMS, or WhatsApp) and, where a deposit or full payment is required, once that payment has been received. Rates shown at the time of booking apply only to the room category, dates, and number of guests selected; any change may result in a different rate.

Standard check-in is from 2:00 PM and check-out is by 11:00 AM local time, unless otherwise agreed with the front desk in advance.

• Guests must present a valid government-issued ID or passport at check-in for guest registration.
• Early check-in and late check-out are subject to room availability and may incur an additional charge.
• Rooms not vacated by the check-out time may be charged for an additional night at the applicable rate.

• Provide accurate identity, contact, and payment information at the time of booking and check-in.
• Treat staff, other guests, and villa property with respect.
• Report any damage, malfunction, or safety concern to the front desk promptly.
• Pay for any loss or damage to villa property caused by the guest, beyond normal wear and tear.
• Comply with the Hotel Rules described below and any reasonable instructions from staff.

• Quiet hours are observed from 10:00 PM to 7:00 AM out of respect for other guests.
• Smoking is permitted only in designated outdoor areas.
• The number of occupants per room may not exceed the maximum stated for that room category.
• Visitors not registered as guests must be signed in at the front desk and may not stay overnight without prior arrangement.
• Use of the pool and garden facilities is at the guest’s own risk and subject to any posted safety guidance.
• We reserve the right to refuse service or ask a guest to leave the premises for behaviour that endangers staff, other guests, or villa property, without refund.

All room, dining, and event rates are quoted in the currency shown on the Site at the time of booking and are subject to change without notice for future, unbooked dates. Once a reservation is confirmed, the quoted rate for that reservation will not change, except where the guest requests a modification that affects room category, dates, or number of guests.

Room and dining rates include applicable Rwandan taxes and statutory levies in force at the time of booking, unless stated otherwise at checkout. Should tax rates or statutory charges change between booking and stay, we reserve the right to adjust the amount due accordingly, and will inform the guest before charging any difference.

Room and table availability shown on the Site reflects our booking system at the time of your search and is not guaranteed until a reservation is confirmed. In the rare event that a booked room becomes unavailable due to circumstances beyond our control (for example, unforeseen maintenance), we will offer a comparable room, an alternative date, or a full refund of amounts paid for the affected stay.

A booking confirmation will be sent to the email address or WhatsApp number provided at the time of booking, containing your reservation reference, dates, room category, and amount paid or due. Guests should check these details carefully and notify us immediately of any discrepancy, as the confirmation is the definitive record of your booking.

Cancellation eligibility, deadlines, and any applicable charges are set out in full in our Refund Policy, which forms part of these Terms & Conditions. The cancellation terms shown at the time of booking for your specific rate plan will apply.

Kepa Eco Villa takes reasonable care to provide a safe and comfortable stay, but does not accept liability for loss, theft, or damage to personal belongings brought onto the premises, except where caused by our proven negligence. We recommend guests use in-room safes where provided and do not leave valuables unattended. Nothing in these Terms limits any liability that cannot be excluded under Rwandan law, including liability for death or personal injury caused by our negligence.

We will not be liable for any failure or delay in performing our obligations where that failure or delay results from circumstances beyond our reasonable control, including natural disaster, extreme weather, fire, civil unrest, government action, epidemic or pandemic, or failure of public utilities or telecommunications and payment networks. Where a stay or event cannot proceed due to such circumstances, we will work with the guest in good faith on rescheduling or a refund in line with our Refund Policy.

All content on the Site, including the Kepa Eco Villa name and logo, photography, text, and design, is owned by or licensed to Kepa Eco Villa and is protected by copyright and trademark law. You may not reproduce, distribute, or create derivative works from this content for commercial purposes without our prior written consent.

• You must be at least 18 years old, or booking with the involvement of a parent or guardian, to make a reservation through the Site.
• You agree to use the Site only for lawful purposes and not to attempt to interfere with its security or normal operation.
• Accounts created for booking management are personal to the guest and should not be shared.
• We may suspend or terminate access to the Site or a guest account in the event of misuse, fraud, or abuse of our booking system.

Our restaurant and bar are open to overnight guests and outside visitors, subject to table availability. Menu items, prices, and availability may vary seasonally and are as shown on our current menu at the time of ordering. Please inform our staff of any food allergies or dietary requirements before ordering; while we take care in preparation, we cannot guarantee a completely allergen-free environment.

Private events, celebrations, and group functions held on the terrace or garden grounds are booked separately from standard room reservations and are subject to a signed event order, a deposit, and any specific terms agreed directly with our events team, in addition to these Terms & Conditions. Deposit, payment, and cancellation terms for events will be set out in that event order.

These Terms & Conditions are governed by the laws of the Republic of Rwanda. Any dispute arising out of or in connection with a stay, event, or use of the Site that cannot be resolved directly with us will be subject to the exclusive jurisdiction of the competent courts of Rwanda.

Questions about these Terms & Conditions can be sent to kepaecovilla@gmail.com or +250 781 422 458, or in person at Kinihira Village, Barija Cell, Nyagatare Sector, Nyagatare District, Eastern Province, Rwanda.